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Office Assistant Job Description

Our Office Assistant job description includes the Office Assistant responsibilities, duties, skills, education, qualifications, and experience.

Office Assistant Example

Searching for Office Assistant job description examples and samples? Here is the job description of an Office Assistant:

What does an Office Assistant do?

Office assistants handle organisational and clerical support tasks. This may include organising files, scheduling appointments, writing copy, proofreading, receiving guests and more, depending on the company and its needs.

Office Assistant Role

We have an opening for a responsible and organised office assistant to join our growing company. In this position, you will perform various office tasks, answer phones, and sort mail. Other duties will include working with office managers and executives to prepare documents, organising files, managing existing documents, and generally keeping the office organised, tidy, and running smoothly.

Office Assistant Duties

  • Answer phone enquiries and direct calls appropriately
  • Perform office duties, take memos, maintain files, and organise documents; etc. as needed
  • Assist with planning corporate events, meetings, and employe team building projects or special events
  • Assist in preparing reports and presentations
  • Manage files, records, and correspondence for meetings
  • Type documents and reports
  • Arrange meeting space and conference room schedules
  • Assist with travel and expense reports
  • Update staff calendars and organise schedules
  • Prepare information and research for executive needs
  • Oversee mail deliveries, packages, and couriers
  • Purchase and track office supplies for each department
  • Arrange schedules and executive correspondence
  • Set up, organise, and maintain conference rooms, training rooms, and meeting rooms

Office Assistant Requirements

  • Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel); scheduling appointments/updating calendars
  • Prior experience handling office responsibilities, experience in customer service, or related field
  • Excellent communication skills
  • Organised multitasker and able to well in a fast-paced environment
  • Willingness to learn and to grow as part of the company

How to write an Office Assistant Job Description

To write a job description, we recommend starting with a job description template from our job description library, which contains examples for 800+ positions and professions. Our job description examples include a job summary with duties and responsibilities and skills and requirements, which can be personalised for your job vacancy.

How to write an Office Assistant Job Advert

Use our job advert template to write a job advert for posting on job sites and job boards. Our job advertising templates are carefully created to help you reach your audience and beat the competition to the best talent.

Job Description Advice - Guidance on How to Personalise an Office Assistant Job Specification

The hiring process and recruiting new employees to fill your key roles requires a degree of personalisation if you are to attract the best employees in a competitive employment market. The right person for a crucial role or more senior roles will likely have other employers targeting them. As your job description will be the first point of contact, you need to nail your pitch and provide the best possible service.

Job Description Tips - Help on formatting an Office Assistant Job Specification

When creating your bespoke description and advert, you should cover and promote these points:

Job title: This should accurately reflect the role and include keywords that top talent might be using to search for jobs.

Job duties: The day to day duties, such as administrative tasks, which vary depending on the company and inform the candidate if they can complete the role.

Technical skills: These are the hard skills required through training, such as proficiency with Microsoft Office.

Soft skills: These include the interpersonal skills and general abilities the right candidates will possess. For example, the competency to prioritise multiple tasks, handle customer queries and customer complaints, work alone, or build a good relationship with coworkers.

The company's culture: Highlighting your company culture and values ensures employees thrive and find outstanding job satisfaction. Candidates that are not the right fit won’t waste their time completing the application process, meaning you can focus on qualified individuals and hire in a more timely manner.

Career progression: Including the career path will entice candidates looking for career growth. 

Training and development programs: Smaller companies may need employees with previous experience or provide educational assistance over internal training offered by larger organisations with more significant resources. 

Employee benefits: Compensation and benefits often fail to appear in job ads and while you may want to hold your cards close to your chest, failing to include them is a mistake. Consider answering common questions, such as working hours and paid leave. Researching the average salary for the role in these early stages will ensure you don’t waste your interviewer’s and the candidate’s time.

Skill gaps: Your company may need to bring in new skills beyond those required to complete the key role and duties. Thinking on an organisational level can be beneficial when contemplating skills diversity.

Legal requirements: Ensure your job advert and description does not ask for inappropriate or discriminatory personal details, such as age, marital status, or religion.

How to Hire an Office Assistant

Once you have selected your Job Description download it or convert it to a Job Advert. From here you can post/advertise your job across our network of job boards. If you wish to use the job description for a CV Template click through for advice and Convert to a CV

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